TWP Partner Knowledge Base

Login Maintenance and Supervisor Setup - TWP

Last Updated: Jan 29, 2018 05:31PM MST

Login Maintenance creates and configures an account's Supervisor and Client level logins. It is located under the Maintenance Menu in TimeWorksPlus. The Login Maintenance page lists all managerial logins for the account. This article explains how you can setup and configure these logins for your client.

Adding Supervisor / Client Login

Select Supervisor or Client from the radio button option (see image below).

Fill in the New Login and Password information. Passwords must be 8 characters in length and contain 2 character types (i.e. letter and number).

Fill in the First Name, Last Name, Phone and Email information. These fields are optional at this point in the process, they can be edited or added after setting up the account or entered by the user themselves.

Click Save. If you receive a popup explaining that the login name has already been taken, try adding a number or your companies initials to the login name.

Creating a new manager login.
Note the Client/Supervisor radio button at the top.

Configuring Supervisor Logins

After saving the username and password, a configuration screen will open up where the supervisor’s views and permissions can be set.

If you want to change an existing client or supervisor login, just click the login name from the page that lists all the managers.

The following items can be configured:

Employee Visibility determines the employees a supervisor can view. (Clients see all employees.)

You can change a supervisor or client's personal information, including login.

Employee Visibility

Supervisor Account Employee Visibility is a section that designates which employees the supervisor will see within the system. Use the radio buttons in this section to filter employees by one of the following methods:

All active employees

All employees including inactive - Current employees and employees past their separation date.

Specific employees - A checklist of employees will appear where you can handpick the employees the supervisor will view. If you have a large employee list, a dropdown will appear which can filter the list by your Employee Groups.

All employees in group(s) - If you have created any Employee Groups, you can select a group for the supervisor's visibility. Only one group can be assigned to a supervisor.

Select by criteria - This method bases the visible employees on data from Employee Setup. You determine the criteria (such as a department or location) and the system will evaluate the employees and set the visibility. For instance:

For each employee, include if Department = Operations
will only allow the supervisor to view former and current employees who have “Operations” entered in their Department field in Employee Setup.

Configuring a Supervisor to only see employees
in the Operations Department

For each active employee, include if Supervisor = Tom Reed
will only allow the supervisor to view current employees who have “Tom Reed” entered in the Supervisor field of Employee Setup.

You can click "Advanced" to use multiple levels of criteria. To learn more on how that works, click the Advanced Custom Selection Help link.

Alternate Employeesvisible to this login is used to let the supervisor view the time cards of employees that may not meet the above visibility settings but have entered a labor code or clock prompt value that this supervisor needs to see.

Configuring a supervisor to view employees that clock into the
Downtown location clock prompt.

Of the employees this supervisor can see, for which employees is this supervisor allowed to approve time cards?applies if you are using the Time Card Approvals. If you would like the supervisor to be able to approve all timecards for their visible employees, select All active employees. However, if you want to create a subset of employees for which the supervisor has rights to "approve", configure the filter accordingly.

By selecting All Active Employees in this section, the supervisor will be able to
approve time cards for all their visible employees.

Once you have finished configuring the employee visibility , click Update Employee Visibility Settings button to save the visibility settings.

Permissions

Selecting the features
a supervisor can use

Supervisor Account Permissions selects which features the supervisor can use.

Can See Wages will show pay rates and wage data (if enabled) for the supervisors selected employees.

Can Edit Punches allows them to alter their employee time cards and, if used, edit their schedules.

Can Access Employee Setup will give the supervisor the ability to add new employees or change existing employee information. If unchecked, the supervisor will not be able to view Employee Setup.

Can Edit/Delete Unmatched Punches will allow the supervisor to use the Unmatched Punch feature. These are punches recorded at the clock which cannot be associated with any employee in the timekeeping system. This generally applies only to system’s using wall mounted clocks.

Click Update Permissions to save the settings.

Setting Up Time Off Request E-mail to Designated Supervisors

When an employee requests time off, an e-mail can be sent to their supervisor. In order for this to happen automatically, two things need to happen.

The Supervisor field in Employee Setup must
contain the name of the supervisor for Time
Off Request Emails to be sent.

The recipient (supervisor) of the time off request e-mail must be either a Client or Supervisor level user of the timekeeping system with an e-mail address.

The employee must have the First and Last name of their supervisor entered in their Supervisor field in Employee Setup. This must match exactly (including case) as the supervisor’s name appears in Login Maintenance.

Permissions Identifiers TimeWorks vs. TimeWorks Plus

Creating logins with permissions in TimeWorks versus TimeWorks Plus may show the permissions on the main Login Maintenance page differently. TimeWorks logins will show a more descriptive comment of the permissions in place while in Plus it may just display the word "Filtered". You will see this difference especially in clients that have migrated to Plus then created Supervisor logins in Plus.